Dental Growth OS

Your clinic has 200+ active patients. But look at how many came back in the last 3 months.

If that number is under 40% — you have a retention problem. And it is not your fault. You are busy. Your staff is busy. Nobody has time to manually follow up with every patient.

The 3 invisible leaks in every established dental clinic:

Leak 1 — No-shows despite one reminder A single 24-hour reminder reduces no-shows by 15-20%. But a 24h + 2h double-reminder system reduces them by 40-45%. Most clinics send one. Two is the difference between a full chair and an empty slot.

Leak 2 — Zero post-treatment follow-up A patient gets a root canal. Three days later, nobody from your clinic has checked in. They feel like a transaction, not a patient. They do not return for the follow-up. They do not refer anyone.

Leak 3 — Inactive patients collecting dust You have hundreds of patients who visited 6-18 months ago and simply vanished. No trigger, no reactivation message, no reason to come back. Each one represents Rs 3,000-15,000 in potential revenue — completely untouched.

Combined monthly loss for a 300-patient clinic: Rs 60,000-120,000 in recoverable revenue.

Dental Growth OS installs five interconnected automation workflows that cover every patient interaction from booking to reactivation.

Multi-step Reminder System (24h + 2h) Two-touchpoint reminder system. First message 24 hours before: personalised, warm, includes appointment details. Second message 2 hours before: short confirmation nudge. Double reminders produce 40-45% no-show reduction vs 15-20% from a single reminder.

Post-Treatment Follow-up Sequence (Day 1, Day 3, Day 7) After every completed treatment, a 3-message automated sequence goes out:

• Day 1: "How are you feeling? Any discomfort?" — builds trust
• Day 3: Treatment-specific care tips — shows expertise
• Day 7: "Time for your follow-up?" + easy booking link — drives return visits

Inactive Patient Reactivation Engine (90-day auto-trigger) Every patient who has not visited in 90 days automatically receives a warm personalised reactivation message. Not a generic blast — a message that references their last visit and offers a specific reason to come back. 8-12 reactivated patients per month is the baseline result.

Live CRM Dashboard via Baserow Real-time visibility of every patient: last visit date, pending follow-ups, reminder status, reactivation queue. Your receptionist sees exactly who needs attention without any manual tracking.

Everything from Starter OS included as the foundation.

Foundation (from Starter OS):

• 24/7 WhatsApp Chatbot for inquiry response
• Automated appointment booking
• Basic 24-hour reminder

Growth OS Additions:

Multi-step Reminder System (24h + 2h) Two personalised messages per appointment. Proven to reduce no-shows by 40-45%.

Post-Treatment Follow-up Sequence Day 1, Day 3, Day 7 messages after every treatment. Builds loyalty, drives referrals, reduces patient churn.

Inactive Patient Reactivation (90-day auto-trigger) Dormant patients automatically contacted after 90 days of no visit. Personalised message, specific offer, easy booking.

Live CRM Dashboard Built on Baserow. Shows: all patients, last visit, follow-up status, upcoming appointments, reactivation pipeline. Accessible from any device.

Rescheduling + Cancellation Management Automated handling of patient-initiated reschedules and cancellations. Alternative slots offered instantly.

3 Months Priority Support + Monthly Strategy Call 90-day dedicated support. Monthly 30-minute call to review dashboard numbers and optimise workflows.

Day 1-2: Deep Clinic Audit + Setup Call We review your current patient volume, average visit frequency, no-show rate and follow-up gaps. We configure the system architecture specifically for your clinic size.

Day 3-5: Core Workflow Build Build and configure: reminder sequences, post-treatment follow-up flows, inactive patient reactivation triggers. All message content customised with your clinic name and doctor's name.

Day 6-7: CRM Dashboard Setup Build your Baserow CRM — patient database structure, follow-up views, appointment tracking, reactivation queue. Train your receptionist on the 3 views they will use daily.

Day 8-9: End-to-End Testing Test all 5 workflows with real scenarios. Run the reactivation trigger. Simulate a missed appointment. Confirm all messages are correct and timely.

Day 10: Go Live + Full Team Briefing System goes live. 90-minute briefing with doctor and receptionist. Roles defined clearly: what the system handles, what the team handles.

Months 1-3: Optimisation Retainer Monthly strategy call to review numbers: no-show rate, reactivation results, follow-up open rates. We adjust workflows based on your data.

What changes, with data:

Metric	Before	After 60 Days
No-show rate	30-40%	12-18%
Post-treatment return visits	20-25%	45-55%
Inactive patients reactivated/month	0	8-12
Staff time on follow-up calls	2-3 hrs/day	Under 20 min/day
Patient satisfaction (anecdotal)	Average	Noticeably higher

The revenue recovery calculation:

Reactivation alone: 10 patients/month x Rs 3,000 avg treatment = Rs 30,000 additional revenue No-show reduction: Recovering 8 slots/month x Rs 3,000 = Rs 24,000 additional revenue Total additional monthly revenue (conservative): Rs 54,000+ Monthly retainer: Rs 12,000 Net gain from month 2: Rs 42,000+ every month

Payback period: Under 60 days for established clinics.

"We recovered 38 dormant patients in the first 3 months. Our receptionist now spends 20 minutes a day on follow-ups instead of 3 hours. The CRM dashboard changed how we think about patient management." — Dr. Sharma, 3-chair clinic, Mumbai

We already send reminders. Why do we need this? A single reminder reduces no-shows by 15-20%. A 24h + 2h double-reminder system reduces them by 40-45%. The difference is often 8-15 additional appointments per month at no extra staff cost.

Our receptionist already does follow-ups. What changes? Your receptionist currently makes calls manually — inconsistently, between other tasks. This system sends follow-ups automatically, on time, every single time, to every single patient. Your receptionist is freed for high-value patient interactions.

What happens after 3 months support ends? You transition to the standard Rs 12,000/month retainer. This covers: WhatsApp API fees, system maintenance, workflow updates and ongoing email support.

How does reactivation work exactly? Every patient who has not visited in exactly 90 days receives an automatically triggered WhatsApp message. The message references their last visit type, mentions your clinic name, and offers easy rebooking. You do not do anything — the trigger runs automatically.

Is this HIPAA/data compliant? All patient data stays in your Baserow workspace. We do not store or share any patient information. Access is controlled by you.

Can we scale this to 2 locations? Yes. Multi-location support is available and priced separately based on patient volume.